SECRETARY FOR CLINIC - FULL-TIME

Clinic Assistant
Schedule: Full-time 40 hours/week Monday - Friday Typical shift - 8am - 4:30pm This position will help support our upcoming Chippewa Falls PHP/IOP location opening Fall 2026!
The Clinic Assistant performs receptionist and billing responsibilities related to clinic operations; coordinates patient information, maintains confidentiality of patient files, and coordinates billing functions with central offices.
Job Duties & Responsibilities:
Perform departmental clerical and receptionist functions timely and accurately.

Communicate messages to others timely and accurately.
Answer telephones in a courteous manner within three (3) rings, and direct calls appropriately.
Greet and screen visitors and assist in meeting requests for information.
Type general messages for the department.
Make appointments for the unit.
File documents in the unit manuals and resource areas.
Copy documents for unit staff.
Sort and distribute mail.
Maintain the filing system and ensure that needed forms are readily available.
Perform departmental billing functions timely and accurately.

Produce complete and accurate claims.
Prepare the Hospital deposit worksheet, the bank deposit ticket, and scanning all checks.
Balance accounts receivable and prepare deposit reconciliations.
Prepare professional, all-inclusive fee bills for submission to Accounts Payable.
Prepare vendor bills for submission to providers.
Post payment denials of insurance Explanation of Benefits into the billing system.
Type and log hospital and physician payments into Excel spreadsheet.
Assist with producing and mailing monthly statements.
Maintain medical records in a functional, detailed, and accurate manner.

Review all active medical records for filing needs, correct placement of forms, and new orders to be transcribed.
File laboratory and other diagnostic reports in an accurate and timely manner.
Maintain appropriate supplies for the unit and enter charges for patient-specific supplies and treatments.

Sign out and distribute supplies in a fiscally prudent manner.
Anticipate and arrange for department supplies to avoid interruptions in patient care or complaints from caregivers.
Place weekly food orders.
Facilitate communication and assist in providing information to patients, families, visitors, and health care providers.
Report relevant information to the manager, appropriate health care provider or department.
Prioritize tasks and demonstrate ability to organize workload.
Respond to requests from physicians, patients, families, visitors, and health care providers. Take appropriate action.
Respond to codes and crisis situations as needed, under the direction of clinical staff.
Assist with patients at arrival and departure times under the direction of clinical staff.
Participate in Hospital committees, meetings, and team projects.

Demonstrate punctuality and preparedness.
Actively participate in discussions; be prepared to discuss agenda topics.
Contribute in a positive, solution-focused manner.
Share results of committee work at unit meetings and/or in other venues.
Facilitate intra-department communication and oversee patient care and safety.

Promote a team environment by example and by participating in workload completion, when necessary.
Interact with employees, physicians, and the public in a sensitive, positive manner.
Understand and use the Human Resources policies and procedures manual.
Serve as a positive customer-service role model by greeting all that approach for assistance.
Attend department meetings, participate in communication, contribute to problem resolution, and take minutes, when needed.
Facilitate accurate exchange of information.
Help with system and other changes in a timely fashion.
Contribute to refining systems for direct feedback to unit staff, communication book, interdisciplinary report, memos, and memo boards.

~ Identify problems and/or potential problem areas and work cooperatively with other departments to resolve system problems.

Attend and participate in Hospital activities.

Demonstrate responsibility and initiative by attending all mandatory in-services.
Participate in fire drills, evacuations, and emergency codes when circumstances exist.
Perform duties as directed by the day treatment manager.
Use computers and software to complete job responsibilities requiring written documents.

Know and use standard office software platforms and electronic medical records system.
Assist the manager and department staff by preparing documents and minutes.
Promote department goals and the mission of the Hospital.

Communicate goals to fellow staff members.
Demonstrate measurable goal achievement.
Maintain department policies and procedures.
Include requirements and guidelines from external agencies (Joint Commission, state).
Maintain and/or communicate the function backlog to the appropriate party at a set time.
Educate new staff regarding regulations or requirements of those functions that relate to their areas or departments, as directed.
Demonstrate acceptance and training of student interns in the department, as directed.
Demonstrate understanding of Joint Commission and other regulatory agency compliance regulations.

Involve self in the learning and application of standards relevant to the Intensive Outpatient Program and Partial Hospitalization Program.
Participate in in-services/seminars and other meetings to increase involvement and awareness of regulations.
Involve self in the education of other disciplines regarding the Intensive Outpatient regulations and Partial Hospital regulations.
Participate in Hospital committees, performance improvement team meetings and team projects, as directed.

Demonstrate punctuality and preparedness.
Demonstrate effective communication skills.
Exhibit good organizational skills.
Contribute in a positive, solution-focused manner.
Participate in the performance improvement program.

Gain understanding of the performance improvement process.
Apply the performance improvement model to department activities.
Participate in performance improvement teams that lead to improvement.
Educate and involve self in the Hospital and the department performance improvement plans.
Conduct self in a professional manner.

Demonstrate organizational skills that promote timely response to all inquiries and to task completion.
Communicate with all individuals in a positive and professional manner.
Attempt to resolve individual issues with peers in a positive, calm manner, with a focus on solution.
Communicate concerns and provide solutions for same.
Attend outside seminars to promote professional growth.
Demonstrate a positive and professional attitude toward all customers.
Comply with the Hospital's policies and procedures, including Human Resources, Infection Control, Employee Health policies and programs.
Project a professional image by wearing appropriate, professional attire.
Additional Job Description:
Education/Training Requirements:

Eighteen (18) years of age, or older.
High school diploma required.
Graduate of a two-year medical billing/coding program is strongly preferred.
Proficiency with electronic health record software is required; Cerner is preferred.
Previous experience working in a psychiatric setting is preferred.
Valid driver's license: will be required to have driving record approved by Rogers Memorial Hospital's insurance carrier.
Basic knowledge of equipment utilized to perform clerical duties.
American Heart Association Provider CPR certification is required within thirty (30) days of hire. Annual re-certification is required.
Formal training in crisis prevention and intervention